Secretary for Government office

The Regional Office Assistant plays a pivotal role in supporting the Regional Office Manager in implementing development and cooperation policies across the Arab region. This includes coordinating training programs, monitoring the implementation of cooperation projects, and providing comprehensive administrative and logistical support. The Assistant ensures the smooth execution of project-related activities and training sessions while efficiently managing routine administrative tasks.

1. Supporting the Regional Office Manager

• Assist in the implementation of development and cooperation policies in the Arab region.

• Coordinate activities related to individual and group training programs.

• Prepare, maintain, and organize project documentation and financial reports.

2. Monitoring Cooperation Projects

• Contribute to the preparation, review, and quality control of project and financial documents.

• Maintain accurate and up-to-date records within the internal project management system.

• Participate in discussions to evaluate project rationale, monitor progress, and explore alternative solutions.

3. Managing Project-Related Activities

Training Coordination

• Handle invitations, registrations, and administrative tasks related to fellowships.

• Oversee costs, invoices, and logistical arrangements for briefing sessions, missions, and visits.

Procurement

• Manage consultant recruitment processes and external service procurement.

• Prepare procurement files, cost estimates, and purchase requests.

• Coordinate travel, accommodation, and mission-related expense reports.

4. Administrative Support for Regional Experts

• Maintain expert mission files and leave schedules.

• Prepare mission expense reports and contribute to activity monitoring.

5. Routine Administrative Tasks

• Draft and manage correspondence in accordance with internal guidelines.

• Coordinate logistical arrangements for meetings, workshops, and travel.

• Update databases with project, budget, and statistical information.

• Translate documents for internal use and process translation requests.

6. Training-Related Activities

• Update training program portfolios and support the development of new programs.

• Publish training programs online and assist with organizing workshops and sessions.

• Prepare dashboards, summaries, and analytical reports on training activities.

This role demands exceptional organizational, communication, and coordination skills, as well as the ability to handle administrative and financial tasks with precision. The Regional Office Assistant contributes significantly to the successful implementation of regional development and cooperation initiatives.

• Bachelor’s degree in Business Administration, Management, Public Administration, or a related field.

• Advanced knowledge of project management principles and practices is an advantage.

• Professional certifications in project management, administration, logistics, or related fields are desirable.

• Strong proficiency in English and Arabic (spoken and written).

• Knowledge of French is an asset.

• Solid proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).

• Familiarity with project management tools or systems.

• Training or coursework in international relations or development cooperation is a plus.

• These qualifications are essential for effectively supporting the regional office's diverse activities and meeting its goals.